Any application form which is not as per the prescribed format will be rejected.

Transcription

1 Engaging services of Retired Officers of our Bank for assisting field Internal Audit of the Bank Notice of 2 nd empanelment exercise for FY We now call for the application from eligible Retired Officers for empanelment for FY as per the schedule given below: Any application form which is not as per the prescribed format will be rejected. Last date for applicants to submit their applications, in prescribed format, to the Zonal Manager Last date for the Zonal Managers to forward applications to the Zonal Audit Office (ZAO) after checking the eligibility of the applicant while incorporating their recommendations / comments. Last date for the ZAO to forward applications to the HO-I&A after checking the eligibility of the applicant and Interview while clearly incorporating their recommendations / comments. Interview dates to be fixed by ZAO Chief Zone wise Scope: Details of empanelment is mentioned below. This Policy is specific to the engagement, review and termination of services of retired officers of our bank as RBA for assisting in internal audit of the bank. Coverage: 1 8 The coverage of the policy is to fix the eligibility, remuneration, area of operation for empaneling retired officers for assisting internal audit for all domestic branches of the bank. Eligibility criteria: Retired Officer who has applied for the post for Assisting Risk Based Internal Audit, by virtue of his experience and maturity, should have an analytical mind, logical / objective approach, effective communication skills, professionalism, common sense, initiative, alertness and above all, a human approach. The applicant should follow the principle of reporting by exception and reporting the exceptional. The focus of audit in Bank has undergone change in the light of Risk Based Supervision introduced in Banks as per Basel Committee guidelines. The applicant should be positive in his approach and educate the operating staff so as to bring a qualitative improvement in

2 the working of the branch. While auditing the Branch he should also suggest ways and means to improve the functioning the branch more elaborately in the Monitorable Action Plan suggested by him for reducing risk levels of the Branch in subsequent periods. The applicant should maintain a high standard of integrity, professional competence and work without any fear, favor or influence. He should meticulously follow the audit programme in such a manner that it does not disturb normal working at the branch. Auditor must ensure that Branch officials should feel that the Auditor is a welcome guest at the branch rather than an unwanted visitor. In addition of the above, below mentioned are eligibility criteria for appointment (1) Retired from bank as an officer (either on Superannuation or on Voluntary Retirement Scheme) on or after (2) Must be from JMGS-II to SMGS IV at the time of retirement. (3) Age not more than 62 years at the time of empanelment. (4) No punishment under major penalties against the officer during the tenure in active service. (5) He must have working knowledge of MS word & MS excel and having a Lap top to carry out the job. (6) He must have work experience in one or more area as under: (i) Worked in credit department at least for 5 years. (ii) Headed the branch of any size for at least 5 years. (iii) Worked in audit department as field auditor for at least 3 years (to be certified by concerned ZAO chief) during his entire service. Procedure for engagement a) The interested and eligible retired officers should submit the application in a prescribed format (enclosed as Annexure 1, also mentioned below), to the Zonal Manager, who in turn shall recommend and forward the same to the Zonal Audit Office having jurisdiction over the geographic location of the present place of stay of the retired officer as declared by him. b) The concerned officer must clearly mention where he want to carry out the audit work. The application should be accompanied with latest address proof, PAN Card copy, Copy of Pension Pass Book, Copy of Retired Staff ID Card self-attested by the applicant. c) ZAO Chief will later take interview of all the applicant at the base Zonal Office and will also take commitment over the Branches to be audited in FY Only after satisfactory interview, ZAO Chief will recommend the application for empanelment. Remuneration and posting of RBAs: 2 8

3 i. Remuneration payable to RBAs will be as under: a) For audit of Rural Branches: Rs: 1,500/- per actual working day. b) For audit of Semi urban and Urban Branches: Rs: 2,000/- per actual working day. c) For audit of Metro Branches: Rs: 2,500/- per actual working day. ii. Place of Posting/ Audit 3 8 a) As mentioned above the engagement of RBAs will be done by respective Zonal Audit Offices as per their requirement and experience/ expertise of empaneled RBAs and the branches agreed at the time of interview. As far as possible the RBAs will be given audit job within a radius of 50 kms from the place of residence of RBA as declared by him. b) Actual fare by public mode of transport (Rail, Bus, Auto Rickshaw) in III Ac for railway and I class in Sub urban & Metro trains for actual days of travel will be given for auditing a branch beyond Municipal / Gram Panchayat limit within a radius of 50 km from place of residence of RBA as declared by him. This is over and above the remuneration cited above. c) No amount of halting/ batta, lodging/ boarding etc. will be paid to the RBAs for auditing a branch within 50 kms from place of residence of RBA as declared by him. d) Under exigencies, if the RBA is assigned audit of a branch situated beyond 50 km radius, a consolidated compensation of Rs. 1500/- per actual working day will also be paid. No other expenses/ allowances will be paid. To and fro journey fare by public mode of transport for one time will be paid for travel. e) Payment of Tax will be the liability of the concerned RBA. f) TDS on the remuneration, if any, will be deducted as per prevailing norms. Period of empanelment of RBA: 1. The initial empanelment will be for a period of 1 year from the date of empanelment and can be extended up to a maximum period of 3 years. Review of Performance: The performance of the retired officer so empaneled will be reviewed by the Zonal Audit Office through a report from the team leader after audit of a branch. ZAO, in turn, will submit to the General Manager, Inspection & Audit Department, Head Office an annual report on performance of a RBA recommending continuation or otherwise. Procedure for extension of engagement:

4 1. The interested and eligible retired officers should submit the written application to the Zonal Audit Office to whom he has been reporting. 2. The Zonal Audit Office after verifying the application should forward the same to The General Manager, Inspection & Audit Department, Head Office. The forwarding should while clearly mention extension details/ period of extension/ times of extension already given etc./ performance of RBA. 3. The Head Office, Inspection & Audit Department will scrutinize all received applications based on the requirement from time to time. 4. The General Manager, Inspection & Audit Department, Head Office may consider the renewal depending on the requirement from time to time. The appointed RBA must adhere to the following Do s and Don ts. The roles and responsibilities of a RBA will be similar to team member of a risk based internal audit team as per the latest policy of RBIA of the Bank. Apart from the roles and responsibilities mentioned in the RBIA policy of the Bank, the appointed RBA must adhere to the Do s and Don ts as mentioned below. Do s: The RBA should do: a) Pre-inspection study of the branch by going through the audit related off site surveillance reports and pre requisites documents. Go through the Audit Exception Reports (AERs) sent to Branches, a copy of which is forwarded to Auditors also. Go through the previous audit report (both Risk Based Internal Audit Report and IS Audit report and also any audit conducted by external agencies such as RBI and Concurrent Auditors) of the branch. b) Adhere to the audit plan based as told by the Team Leader/Risk Based Internal Audit Team. c) To maintain utmost secrecy with regard to inspection program and its findings. d) RBA to display team spirit and avoid misunderstandings/ arguments in the presence of auditees. e) Inspection of the branch has to be commenced before commencement of business hours to verify the physical cash, security arrangements etc. f) To act in a normal friendly fashion and help to improve normal working of the branch. g) Discuss findings with branch officials on daily basis and try to get rectified the irregularities then and there itself. h) Give auditees a chance to express their opinion while discussing the issues. Getting proper explanation in a co-operative atmosphere will save precious time. 4 8

5 i) In case of difference of opinion with auditee, the auditor should first discuss with the leader of his team. Further discussion on a higher level if required, may be made. j) If the inspecting officer comes across any information which causes him to suspect any element of fraud, gross negligence, gross incompetence or similar unfavorable actions or tendencies, he should report the matter to the leader of the team immediately. k) The RBA should keep continuous dialogue with the leader of the team on important findings and be guided by his advice. l) RBA should maintain a neat appearance and a courteous manner. m) Ensure to complete the audit of the branch within specified man-days. n) Give sufficient time to auditee to submit records / documents requested by RBA during audit. o) Properly return all the papers to the auditee on day to day basis and call for only those documents which are required for checking on that particular day instead of calling for all files and making heap of them. Don ts: a) RBA need not act overly reserved or unfriendly in order to maintain his independence as an inspecting officer. A forbidding attitude on his part may well cause others to adopt the same attitude towards him. This can adversely affect the work entrusted to the inspecting officer. b) RBA should not get involved in heated argument with auditee. c) RBA should not give orders to auditee and seek requirements from the officer assigned to assist him on a particular job. The concerned officer would issue the necessary orders to their employees if he accepts inspector s suggestions and recommendations. d) RBA should not delay the submission of audit report. e) RBA should not discuss sensitive matters of the auditee with others as auditor is required to maintain utmost secrecy of the Branch matters. f) In case of doubt, seek clarifications from the concerned Audit office. The RBA should bear in mind that no amount of formal instructions can substitute sound commonsense, intuition, discretion; judgment based on experience is very important for a successful audit. Further, guidelines are broadly based on existing instructions and cannot possibly cover all conceivable situations and problems which may be faced during the course of audit. The guidelines are to be kept updated with changes in Bank s policies and instructions / directives from Reserve Bank of India that are advised from time to time. 5 8

6 Other Terms of empanelment: 1. The officer so engaged will assist the Team Leader/Risk Based Internal Audit Team in conducting the audit as per the schedule. 2. The officer should give his full cooperation to the audit team to whom he has been assigned for conducting the audit. 3. The officer will not be assigned the branches where he already worked during his active service with the bank. Payment Criteria: Payments to RBAs will be made by the respective ZAO on monthly basis. Termination of empanelment of RBA The performance of the officer so empaneled will be reviewed by the Zonal Audit Office through a report from the team leader after audit of a branch. However, in case, if Team Leader gives adverse feedback/ remarks over the quality of Audit conducted by the RBA, ZAO, on scrutinizing the same, can either send RBA for retraining or recommend termination of empanelment of RBA. Also in case Auditor refuse to audit a branch which are agreed upon at the time of interview, the empanelment of auditor is liable for termination. 6 8

7 Annexure 1 Engagement of Retired Officials of Bank of India for Audit Work BIO-DATA CUM APPLICATION FORMAT The application should be accompanied with latest address proof, PAN Card copy, Copy of Pension Pass Book, Copy of Retired Staff ID Card self-attested by the applicant Photo S.NO. PARTICULARS DETAILS NAME OF THE APPLICANT EMP NO. PRESENT ADDRESS OF THE APPLICANT LANDLINE NO/S.(WlTH STD CODE) AND MOBILE NO/S ADDRESS DATE OF BIRTH AGE AS ON DATE (MONTH / YEARS) QUALIFICATION-ACADEMIC QUALIFICATION-PROFESSIONAL ANY OTHER QUALIFICATION DATE OF APPOINTMENT IN THE BANK DATE OF PROMOTION TO OFFICERS CADRE DATE OF SUPERANNUATION /VOLUNTARY RETIREMENT NAME OF THE BRANCH / OFFICE & CIRCLE LAST WORKED ACCOUNT NUMBER WITH IFSC DETAILS TOTAL SERVICE (IN YEARS) DESIGNATION AT THE TIME OF RETIREMENT BRANCH EXPERIENCE (IN YEARS) EXPERIENCE AS BRANCH HEAD IF ANY (IN YEARS) WORKING EXPERIENCE IN CHARGE OF CREDIT Branch DEPARTMENT IN A BRANCH IF ANY (IN YEARS) WORKING EXPERIENCE AS INCHARGE OF CREDIT DEPARTMENT IN ZO/NBG/HO/ IF ANY( IN YEARS) WORKING EXPERIENCE IN INSPECTION DEPARTMENT IN BANK IF ANY ( IN YEARS) FIELD/ADMINISTRATION WHETHER SUFFERING FROM ANY MAJOR AILMENT OR HAS UNDERGONE ANY MAJOR SURGERY No. of Years - ZO/NBG/HO/ Designation No. of Years 7 8

8 WHETHER ANY MINOR / MAJOR PENALTY PROCEEDINGS WERE INITIATED DURING 5 YEARS PRIOR TO RETIREMENT. (Y / N) WHETHER INVOLVED IN ANY CBI CASES, IF YES, DETAILS THEREOF. PREFERENCE OF BRANCHES (SHOULD BE WITHIN THE SAME FIELD INSPECTORATE) BASE BRANCH/ HEAD QUARTERS: ADDITIONAL PREFERANCE PLACE OF DOMICILE DETAILS OF LAST FIVE POSTINGS Name of Office- Designation- Period: From - To - I confirm that the details/information furnished above are / is true and correct. In case, any of the details furnished above is found to be incorrect at a later date, the Bank has right to terminate the assignment given, without giving any notice. By signing this application form, I accept all the terms and conditions of the Bank for empanelment. I have no objection towards any term and condition of the Bank. Place: Date: Signature of the Applicant COMMENTS OF ZONAL MANAGER For Official Use MANAGER/ SR. MANAGER ZONAL MANAGER COMMENTS OF ZAO CHIEF INCUMBENT Whether Recommended for empanelment YES NO MANAGER/ SR. MANAGER ZAO CHIEF INCUMBENT 8 8